New Property On-boarding (PMI CC)

Use this template to onboard any new signed PMA

New Property Onboarding:

General Information

Transfer information from other Property Managers

Send an Email to the previous Property Manager

Send the Welcome Packet out to your new owner

Send the tenant a welcome letter

Send Owner Property Information Task

Property Information

Onwer Information Web Form

Email the Onwer Information Web Form

Tenant(s) Contact Info

Send Owner Initial Package via PDF

Send Insurance Requirement Task (not needed if already recieved)

Save the property information (task 7) on Google Drive

PW Portfolio Creation - Assign to book coordinator

Leases - Assign to book coordinator

Control

Approval:

Franchisee Tasks:

Marketing Description

Insurance Verification

Portal

Keys

Insurance Verification

Marketing:

Marketing the Property

Utility Transfers:

Determine what utilities need to be turned on

Turn on Electric

Turn on Water

Turn on Gas

Onboard an Existing Tenant:

Security Deposit Transfer

Open a tenant onboarding checklist. Be sure to select the "Existing Tenant, New Property"

Be sure to not charge a leasing fee when creating the lease.

Maintenance:

the work order to change locking system (only if Vacant)

Onboarding inspection scheduled

Repairs

Entering Invoices

Insurance

Owner:

Reserve & Contribution

New Property Onboarding:

This process will lead you through the complete property/owner onboarding process the PMiWAY. Click through to start onboarding!

PMI CONTRA COSTA

General Information

Basic Information

Address of the Property Being Onboarded

Is the Property under the Trust or LLC? look at PMA and RCSD form attached on PMA

1

Yes
2

No

Trust or LLC Name:

Name Trustee/co-trustee or LLC Agent as the owner

Owner 1 Name

Owner 1 Email address

Owner 1 Phone #

Is there any other owner?

1

No
2

Yes, One
3

Yes Two
4

Yes, Three

Owner 2 Email address

Owner 2 Name

Owner 2 Phone #

Owner 3 Name

Owner 3 Email address

Owner 3 Phone #

Owner 4 Name

Owner 4 Email address

Owner 4 Phone #

Is this a new portfolio, or adding to an existing portfolio

1

New Portfolio
2

Existing Portfolio

What Services needed?

1

Property Management.
2

Lease Only.
3

Home Watch

Upload The Agreement Here: (PMA, Lease Listing, Other agreement)

CRS DATA, go to MLS Tax and get the report

Is this property being transferred from another Property Manager?

1

Yes
2

No

Does the property occupied?

1

By Tenant.
2

By Owner.
3

No

When owner will vacate the property?

Lease Status

1

Month to Month.
2

Will Expire on.
3

Already Expired.

Lease expiration/Expired date

Tenant 1 Full Name

Tenant 1 Email Address

Tenant 1 Phone#

Tenant 2 Full Name

Tenant 2 Email Address

Tenant 2 Phone#

Source of lead? IF IT IS REFERRAL ENTER THE NAME/CONTACT OF WHO REFERRED

1

Referal
2

Website
3

Social Media
4

Direct Mail
5

Magazin Ad
6

Please enter full name, phone/email address of whom we should thank and assign to Hosein

When PMA starts?

When property be vacant?

When property must be on the market?

Transfer information from other Property Managers

Name of transferring PM Company

Primary Contact of transferring PM Company

Phone number for transferring PM Company

Email Address Of Primary Contact at transferring PM Company

Send an Email to the previous Property Manager

Send This email, and complete the task.

Send the Welcome Packet out to your new owner

You will want to send out the PMI Welcome Packet as soon as possible after the owner signs a PMA. This is your first opportunity to set the bar high with good communication and clarity around onboarding their investment. There are a few key steps to do that you will find below.

(Subtasks)

1

Make sure your PMI Owner Manual is customized and accurate. An example can be found here: https://docs.google.com/document/d/1cV8I7J0wKjrMfx0rw4F5zhw9KnuqrRyUWXulCOBfuqg/edit?usp=sharing
2

Trigger Active Campaign Onboarding Pack and Email https://pmicontracosta.activehosted.com/series/25
3

Make sure all other active campaign automation is ended and mark the deal as won.
4

Send welcome template below.

PM SERVICES, Send new client onboarding email below.

LEASE ONLY, Send new client onboarding email below.

Send the tenant a welcome letter

Send Owner Property Information Task

Turn Share Link On

Attach the below forms to the property info email

(Subtasks)

1

Email is sent

Property Information

Property Information Collection

Property address

Target Rent

Sq. Footage

Number of Bedrooms

Number of Bath

Is the property occupied?

1

Yes, by the tenant.
2

Yes, by the owner.
3

No, it is vacant.

When do you expect to vacant the property?

What is your new address once you move out? (for statements, mail, notice, etc.)

Primary Tenant Full Name

Primary Tenant Phone Number

Primary Tenant Email address

Tenant 2 Name

Tenant 2 Phone Number

Tenant 2 Email Address

What is the current rent?

Security deposit amount is:

Who held the security deposit?

1

Owner.
2

Previous Property Manager

Lease status?

1

Month to month.
2

Already expired.
3

I don't Know. plz, help me to figure it out.

Please upload your current lease documents:

When will your lease be expire or tenant plan to move out?

Leasing

Leasing Description (Optional)

Upload your current lease agreement

Do you have any personal property will remain in the rental property?

1

Yes
2

No

Please list all of your personal properties;

Appliance Information

Appliance Description (Optional)

Appliances Inlcuded

1

Refrigerator
2

Range
3

Double Oven
4

Dishwasher
5

Stackable Washer and Dryer
6

Washer
7

Dryer
8

Just washer/dryer hook up
9

Smart Home
10

Water softener
11

Coffee Pot
12

Trash Compactor
13

Ice maker
14

Electric Tea Kettle
15

NONE

Appliance- Dryer Fuel Source

1

Gas
2

Electric

Appliance- Range Fuel Source

1

Gas
2

Electric

HVAC Information

HVAC Description (Optional)

HVAC- Fuel Type

1

Gas
2

Electric Furance
3

Electric Baseboard

Air Conditioning

1

HVAC Whole home A/C
2

Window A/C
3

No A/C

HVAC-Furnace Filter Size

Does your HVAC has warranty or extended warranty coverage?

1

Yes.
2

No.

HVAC Warranty Policy number:

HVAC Warranty provider contact info:

Utilities Information

Utilities Description (Optional)

Utility-Electric-Paid by

1

Tenant
2

Owner

Utility-Electricity Provider Name & Contact info:

Utility-Electricity Account#

Utility-Gas-Paid by

1

Tenant
2

Owner

Utility-Gas Provider Name & Contact info:

Utility-Gas Account#

Utility-Trash-Paid by

1

Tenant
2

Owner

Utility-Trash Provider Name & Contact info:

Utility-Trash Account#

Utility-Water-Paid by

1

Tenant
2

Owner

Utility-Water and Sewer Provider Name & Contact info:

Utility-Water and Sewer Account#

who will maintaine the Landscape and yards

1

Owner by Participating in the PMI Landscaping Package
2

Tenant Maintains Lawn and Landscaping (townhomes and Condos only with a low maintenance yard)

Does your property has a solar panel?

1

Yes
2

No

Do you own the panels?

1

Yes
2

No

How much monthly fee is associated with the solar system if the tenant must pay for it?

How much was a true up cost last bill or last year if billed annually? who will paying?

Please uload your last true up bill

Amenities

Amenities Description (Optional)

Unit Amenities

1

Air Conditioning
2

Disposal
3

Views
4

Walk-in Pantry
5

Ceiling Fan
6

Island
7

Book Shelf
8

Attic
9

Furnishings
10

Handicap Access
11

Trash Compactor
12

Pantry
13

Skylights
14

Central Vacuum
15

Jetted Tub
16

Climate Control
17

Vaulted Ceilings
18

Waterfront Property
19

Washer / Dryer Hookups
20

Washer/Dryer in Unit
21

Stall Shower
22

Gas Fireplace
23

Fireplace
24

Floor to Ceiling Windows
25

Vaulted Ceilings
26

Billiards Room
27

Dual Vanity
28

Alarm System Monitored (Tenant Paid)
29

Clubhouse
30

Fitness Center
31

Storage Area
32

Playground
33

Sprinkler System
34

Tennis Courts
35

Swimming Pool
36

Spa
37

Whirlpool
38

Hot Tub
39

Porch
40

Balcony
41

Deck
42

Patio
43

Patio-Screened
44

Front yard
45

Back yard
46

Courtyard
47

Sun Deck
48

Barn
49

Shed
50

Barbeque
51

Pond

Building or Community Amenities:

1

Pets Allowed (PETS)
2

Community Tennis Court (TNCT)
3

Assigned Covered Parking (PRKC)
4

Community Pool (POOL)
5

Assigned Outdoor Parking (PRKO)
6

Barbeque
7

Pond
8

Lawn Cutting Provided
9

Storage

Does your property or unit has an operable Fireplace?

1

Yes
2

No

Fireplace Fuel type?

When was the last time the fireplace inspected by licensed vendor?

Upload the inspection report if available

Allow Pets

1

Yes.
2

No.

Pet preferences:

1

Dogs under 25lb is ok.
2

Dogs Over 25lbs
3

Cats only.
4

Dogs only.
5

One pet.
6

Two Pet.

Parking & Storage

Parking Description or rules (Optional)

Parking Availability

1

1 Car Garage
2

2 Car Garage
3

3 Car Garage
4

4+ Car Garage
5

Assigned Parking
6

1 Parking Spot
7

2+ Carport
8

Driveway only
9

Street Parking
10

RV Parking
11

No Parking

Parking Notes (i.e. carport# or assigned place/#) describe where is located. (Copy)

Storage Description or rules:

Storage Notes (i.e. storage# or place/#) describe where is located.

Insurance for Property Management Agreeement

It is a requirement of our agreement that property owners name PMI Contra Costa, as an additional insured/interest on your Public and premises liability insurance policy in an amount of no less than $1,000,000

please contact your insurance agent and ask to send a COI to our office by email or mail to 39 Quail Ct. Suite 102 Walnut Creek, CA 94596

Insurance Description (Optional)

Insurance Provider (Optional)

Insurance Provider Contact Name (Optional)

Insurance Phone Number (Optional)

Insurance Provider e-mail address (Optional)

HOA

Is the property part of HOA?

1

Yes.
2

No.

HOA Description (optional)

HOA Name

HOA Email Address;

HOA Phone Number;

HOA Dues-Amount and Frequency

Who pays HOA fees?

1

Tenant
2

Owner

plz upload HOA Rules and CC&R

Upload documents like parking Rules (if applicable)

Upload documents like Pool Rules (if applicable)

Upload any Rules documents like Pool (Copy)

Does your property has home warranty?

1

Yes.
2

No.

Home warranty policy:

Home Warranty company Name:

Home Warranty Phone number:

does your appliances have warranty?

1

Yes
2

No

Please include all appliances that is covered by warranty;

Appliance warranty Policy number:

Warranty expiration:

Name of the company provides the warranty:

Phone number of warranty company:

Email address of warranty company:

Would you like to receive notifications on alternative email address?

1

Yes.
2

No.

NOTIFICATION

What is the alternative email address?

Please Itemiz all the material of facts that help us to mange your property efficiently

Onwer Information Web Form

Please complete and sign the web form by clicking the continue on Adobe window below regarding:

Owner information.
Payment information.
W9

Email the Onwer Information Web Form

BCC

Subject

{{form.Address_of_the_Property_Being_Onboarded}} information form

Body

Tenant(s) Contact Info

Please provide a list of all residents over 18 yrs old

How many adult residents (over 18 yrs) are in the property.

1

1
2

2
3

3
4

4
5

5
6

6
7

7
8

8
9

Resident 1 full name:

Resident 1 Email Address:

Resident 1 Phone Number:

Resident 2 full name:

Resident 2 Email Address:

Resident 2 Phone Number:

Resident 3 full name:

Resident 3 Email Address:

Resident 3 Phone Number:

Resident 4 full name:

Resident 4 Email Address:

Resident 4 Phone Number:

Please provide the name and age of residents under 18 yrs old

Send Owner Initial Package via PDF

Send the Owner the following property information sheet in a PDF packet.

for instructions/training click here

(Subtasks)

1

Send owner payment info sheet
2

Send owner info sheet
3

Send W-9 form signature packet
4

Send owner Insurance form

Send Insurance Requirement Task (not needed if already recieved)

Save the property information (task 7) on Google Drive

(Subtasks)

1

Property information (task 7) Saved on Google Drive

PW Portfolio Creation - Assign to book coordinator

Assign these tasks to the book coordinator

PMA

Owner/ Payment/ W9

CRS DATA, go to MLS Tax and get the report

HOA Documents CC&R if applicable

HOA Documents Rules and Regulations part 1

HOA Documents Rules and Regulations part 2

HOA Documents Rules and Regulations part 3

Does the onwer portfolio is already in propertyware?

1

Yes
2

No

Does the building portfolio is already in propertyware?

1

Yes
2

No

Does the documents uploaded into the PM Software and GDrive

1

Yes
2

No

Assign this task to [email protected] to ensure all the below tasks get done.

(Subtasks)

1

Create Portfolio/Add owner in Propertyware
2

Upload the completed W-9 to PW - Don't publish to the owner or tenant portal (if it is an existing portfolio, plz update it)
3

Enter Tax ID based on the owner's W-9 (if it is an existing portfolio, plz update it)
4

Enter the owner's address, based on the owner info sheet.
5

Verify Name
6

Enter the property information on PW
7

Complete all customs fields (filter size) if available. if data is not available take note and ask [email protected] to collect the info.
8

Complete Utility info
9

Complete Maintenance
10

Complete HW if any
11

Complete HOA if any
12

Add team member.
13

Maintenance setting. (the monthly limit is $500 per property.
14

Check FTB Tax Withholding, YES, and set 7%. if the owner is a non-California resident.
15

management setting based on the PMA Plan.
16

Center ID# 190302 was added to the widget filter on PW. (Building>Marketing Information>Widget Filter)
17

Attach the PMA to each building portfolio
18

enable the owner portal and send the email template below.

Make sure to email this template once portal is enabled

Do you need instruction how to do thses tasks?

1

No
2

Yes

Make sure to add center ID# 190302 to the widget filter on PW. At the bottom of the page of property in the Property module in PW, under “Marketing Information” there is a Field called “Widget Filter”

https://docs.google.com/document/d/1IEGWXztahrbVHi_phCw-BVtD9gg8Xigop4-NtPgXq-I/edit

Click on the link to watch a video of how to create an Owner and Portfolio in PW:

Access the here

To create a new portfolio:

1. Go to the Properties Module

From the New View: Go to Properties
From the Classic View: Click Properties Module

2. Under Related Activities, click New Portfolio.
3. Set all the information needed.
4. Under Ownerssection, click Add Owner. If the owner is an existing contact:
5. On Owner Name, enter the name and click Search.
6. Check off the box of the owner's name.
7. ClickDone.
To create a new owner contact:8. ClickNew Owner.
9. Set all the information needed.
10. ClickSave.11. Back on the New Portfolio page, Click Save to create the Portfolio

There are two ways on how to create a new building/property.

To create Building under the Properties Module.
1. Go to the Properties Module.

From the New View: Go to Properties
From the Classic View: Click Properties Module

2. Under Related Activities, click New Building.3. Select Multi-Unit Building option, Yes or No.4. Select Portfolio in the drop-down option.
5. Select Building Type.
6. Select Category.
7. Enter Building Name/Number.
8. Enter Building Abbreviation (by design this should automatically populate).
9. Enter the Property Address.
10. Enter other optional information .11. Click on Save.

To create New Building under Portfolio Level:
1. Go to the Properties Module

From the New View: Go to Properties
From the Classic View: Click Properties Module

2. Click on the Portfolio Name.
3. Click on New Building.4. Select Multi-Unit Building option, Yes or No.
5. Confirm Portfolio in drop-down option.
6. Select Building Type.
7. Select Category.
8. Enter Building Name/Number.
9. Enter Building Abbreviation (by design this should automatically populate).
10. Enter Property Address.
11. Enter in other optional information.
12. Click on Save.

Leases - Assign to book coordinator

Assign these tasks to the book coordinator

We Need To Have Leases Documents on file and follow the Leasing process for the books team.

If the current lease with the current tenant is expired or is month to month, it must be drafted under our company.

Did the owner upload the lease documents with the current tenant?

1

Yes.
2

No.

Is the current Lease Expired?

1

Yes.
2

No.

Is the current on Month to Month?

1

Yes.
2

No.

Control

Ensure all related documents are saved in Drive and uploaded in to PM Software

(Subtasks)

1

PMA is saved on GDrive
2

HOA is saved on GDrive
3

Insurance is saved on GDrive
4

Previous Leases save on GDrive
5

Related Documents from previous PM or owner if applcable is saved on GDrive
6

PMA docs is uploaded in PM software
7

HOA docs is uploaded in PM software
8

Insurance docs is uploaded in PM software
9

Related Documents from previous PM or owner uploaded in PM software. if applcable

Approval:

Control
Will be submitted

Franchisee Tasks:

Marketing Description

Add Marketing Descriptions in Marketing on PW

(Subtasks)

1

Add a general marketing description and write the specific property descriptions. link to general description https://docs.google.com/document/d/1FfzIq6o5NEAoG_ultfZMF6EDxxuU_weWfskbhBMNqGY/edit?usp=sharing
2

maks sure the Center ID# 190302 was added to the widget filter on PW. (Building>Marketing Information>Widget Filter)
3

Run a rental analysis and share it with the leasing agent to determine the rental rate and SD amount.
4

update all amenities and rental rates on PW.

How to Add a general description on the marketing module for each property.

Insurance Verification

HOMEOWNER INSURANCE VERIFICATION FORM

It is a requirement of our company that our property owners name {{form.PMI_Company_Name_(e.g._PMI_Utah)}}, as an additional insured on your liability insurance policy.

Please complete this form, send it to your insurance company, and {{form.PMI_Company_Name_(e.g._PMI_Utah)}}.

The required amounts are as follows:

$500,000.00 for a Condo or PUD.
$1,000,000.00 for a Single Family Residence.
$1,000,000.00 for a Single Family Residence with a pool or spa.

HOMEOWNER INSURANCE VERIFICATION FORM

Owner(s)

Subject Property

Name of Insured

Signature

Name of Insurance Company

Name of Agent

Phone Number of Agent

Email Address of Agent

Policy Number

Limit of Liability Coverage

Please send the below email to PMI & the Insurance Agent. If you select 'send' the email will open up in your mail client filled with the below information.

Portal

Ensure owner has logged in to portal/set up banking and enter all form/data into PW, create appropriate billing tasks and melds.

Keys

(Subtasks)

1

Collect keys/remotes
2

Order locks to be rekeyed
3

Email template below to know how get this done

Insurance Verification

Per the PMA, the owner has 15 days to add us as an additional insured and for us to get their insurance certificate.

Marketing:

Is the Property ready to rent?

1

Yes
2

No

SEND THE BELOW REMINDERS TO THE AGENT

ASSIGN THIS TASK TO THE AGENT

Before going to the property make sure to have the below items:

(Subtasks)

1

3D camera.
2

Camera
3

Tripod
4

Lockbox - take the serial# of the lockbox to allocate on TT
5

Showing Flyer including instructions
6

Tape to attach the instruction on the wall
7

Management sticker

Marketing the Property

Does property needs to be marketed

1

Yes.
2

No.

(Subtasks)

1

Photos/video scheduled/executed. For details and best practices, click here: https://sites.google.com/propertymanagementinc.com/residential/residential-resources/property-marketing/property-photos?authuser=0
2

Pictures of property loaded in propertyware and ready to publish. Click here for more details: https://sites.google.com/propertymanagementinc.com/residential/residential-resources/property-marketing/market-through-propertyware?authuser=0
3

Lockbox on the door. Click here to see the processes for Tenant Turner: https://app.process.st/templates/Tenant-Turner-Processes-qZI6aCoxqKdkLtKD-ulHJA/view
4

Marketing set to be turned on through PW/Tenant Turner (*more needed), https://sites.google.com/propertymanagementinc.com/residential/residential-resources/property-marketing/market-through-propertyware?authuser=0
5

Double-check syndication on their website and fix any errors (through PW)
6

Activate a listing on TT for instruction click on the link https://www.loom.com/share/def01991e8684732882596834fedd620

Complete Marketing. This task should only be done after the Rent Ready Final Inspection is complete.

(Subtasks)

1

Update Marketing descriptions/amenities in Propertyware.
2

Photos watermarked and published to PW.
3

Preview Listing on Tenant Turner.
4

The youtube embedded link is added to the listing description.
5

The 3D tour link is added to the listing description.
6

The TT schedule link is added to the listing description.
7

The TT schedule link is added to the Schedule Tour Link section in the marketing module.
8

Turn the TT owner report on and add the owner's email address
9

Email the owner with the link to his/her listing on our website/ youtube/ 3D tour.
10

Post on craigslist. https://www.loom.com/share/5d8bc53c27fe4b65a1e157d2dde8e84f
11

Sign in the yard if it is possible.

DOES THE LISTING PUBLISHED TO RENT ON PW?

1

Yes.

(Subtasks)

1

The email template below is sent.

Utility Transfers:

Transfer necessary utilities into your company's accounts

Determine what utilities need to be turned on

Need to determine first, if there is a tenant.

If the property is vacant, all utilities are turned on in our name immediately.

If a tenant exists, we will not turn on any utilities unless specifically directed to do so.

What utilities need to be turned on?

1

Electric
2

Water
3

Gas

Electric Provider

Water Provider

Gas Provider

Any other Providers (Storm water, Sewer, Trash, etc)

Turn on Electric

Turn on Water

Turn on Gas

Onboard an Existing Tenant:

Security Deposit Transfer

Did we receive the security deposit?

1

Yes.
2

No.

Send a confirmation email to the owner that we received the SD.

Where will the tenant's security deposit come from?

1

The owner has the security deposit
2

The previous PM has the security deposit
3

The deposit will be transferred to us at closing by the title company
4

The tenant does not have a security deposit on this property

The Owner has the security deposit:

(Subtasks)

1

Create a journal entry on the tenant ledger for the security deposit
2

Create a journal entry on the owner ledger for the security deposit
3

Send Owner email about the security deposit

The Previous PM has the security deposit:

Once the SD is received from the previous Property Manager, do:

(Subtasks)

1

Create a security deposit charge on the tenant ledger
2

Use the check sent by the previous PM to pay the charge
3

Send an email to the owner about the successful SD transfer.

Once the SD is received from the previous Property Manager, do:

(Subtasks)

1

Create a security deposit charge on the tenant ledger
2

Use the check sent by the title company to pay the charge
3

Send an email to the owner about the successful SD transfer.

Open a tenant onboarding checklist. Be sure to select the "Existing Tenant, New Property"

Be sure to not charge a leasing fee when creating the lease.

Maintenance:

the work order to change locking system (only if Vacant)

Onboarding inspection scheduled

Schedule and compete inspection only after:

PMI Locking systems has been installed
Utilities are all turned on. (should be sent in comments to update you)

Overview on Inspections the PMiWAY

1) Complete Onboarding Inspection in Z-Inspector.
2) Generate a recommended scope of work to bring the property to rent ready status. Upload that scope in this work order.
3) Meet with Owner (phone, zoom, or in person at property) to discuss the scope, quote, etc. Make any final updates to the scope, and submit for approval.
4) Once approved, complete all work within scope. Submit invoice that will be approved only after the Rent Ready Inspection has been completed.